1. The Monroe United Rec Soccer League and the NYSWYSA RosterPro System
The Monroe United Recreational Soccer League requires that all member clubs be affiliated with the New York State West Youth Soccer Association. The League also requires that all club staff and players be registered with NYSW as well.
For an annual fee, all club staff and players registered are insured thru NYSW. For more information, visit the NYSWYSA website.
The Demosphere RosterPro system used by NYSW is an online database used by club Registrars to manage staff and player data annually.
Some notable items:
All club staff (not just coaches) are required to have a current Risk Management pass, provided by NYSW thru the RosterPro system. Passes are issued to the individual club Registrars once a favorable background check has been completed, and will be distributed from there. Every club staff member must be in possession of his/her pass at all times, and NYSW will charge the club a fee for replacing a pass should it be lost or destroyed.
Once teams are created in the club’s database, coaches and eligible players can be added.
Eligible players are defined as those who are not “carded”, meaning those who are actively participating in the RDYSL or other premier programs or Leagues. These players are ineligible for League play. Should such a player desire to participate in MURSL play, they must first be DROPPED from the database of the “Travel/Premier” program they’re participating in.
The RosterPro database provides information on all programs a player is registered in, affording club Registrars the opportunity to view this information in order to determine a player’s eligibility for League play.

2. The Monroe United Rec Soccer League and the NYSWYSA RosterPro System (cont)
Other notable items:
The League requires an Official Roster to be submitted for every team before the start of League play.
Coaches names will not print on an Official Roster if their Risk Management pass is not current. Passes are good for 2 years. Coaches must be processed thru this system as soon as possible in a given season order to expedite the background check and roster submission processes and meet League deadlines for Official Roster submissions.
Club staff members (including coaches) are not permitted to be afield with children unless they have been approved thru this system and are in possession of a valid Roster Pro Risk Management pass.
This tutorial assumes the club Registrar has some computer savvy, and is able to navigate around a website. You’ll find that most areas of this site are pretty self-explanatory and easy to figure out by just reading thru. There is a link to a user manual provided on the home page, in PDF format. You will need the Adobe Reader or some other form of PDF viewer to use this manual. You can also open it up in MS Word and save it as a *.docx file.
The hope is that along with the user manual and this tutorial, club Registrars will have a good understanding of the system and the work that needs to be done in order for their organization to participate in League play.
The following slides are presented in an order that a new Registrar might follow to become familiar with and to start using RosterPro.

3. NYSWYSA Roster Pro Website Overview
URL –
For new Registrars, login credentials will be ed to you once an existing club officer sets you up with admin rights. More on that in following slides.
Works best with Google Chrome

4. From here, click the “CLUB Administration” link.
Log in at the previous page and you will be taken to this page. This is the “Club Home” page. You’ll notice some summary data as well as a vertical menu on the left side of the page. These are active links to different areas of the site. Note the link to the “User Manual”.
From here, click the “CLUB Administration” link.

5. This page will display current “OFFICIALS Assigned to the Club” and the positions they hold, along with pertinent club addresses. Again, you’re given a vertical menu on the left side. From here, click the “Edit Club INFO” link in order to setup club info.

6. Here you can enter pertinent Club information.
Click “Save” once complete to return to the “club Administration” page.

7. From here, click the “Add new club Official” link in order to define club positions and enter names, contact info, etc.

8. From here a standard club role can be selected or a specific role assigned.
If the person being entered is without a valid RM pass, check the “Send for background check” box before saving to return to the “club Administration” page.
Again, ALL club officials as well as coaches MUST submit to the NYSW background check process and have a valid RM pass for any given season.
ALL club officials should be entered into the database in this fashion, regardless of what job they hold. The previous page should show every person who has volunteered to fill a job for the current season.

9. From here, you can also click the green + to MODify data for an existing club Official.

10. This page is pretty self-explanatory.
From here you can “Assign club Rights,” which will give an individual access to the Roster Pro database.
Check the “ Pwd now” box to send the login credentials to the indifidual at the address entered in the “ ” field.
You can also archive an inactive person if you want to keep their information in your database.
Click the “Save” button to return.

11. If you were assigned “Club rights” in the previous screen, this is the you will receive letting you know that you’ve been given access to the DB, along with the website URL and your login credentials.

12. From here, click the “Edit League List” in order to select the League your teams will be playing in.

13. Select “Monroe United Recreational Soccer League”, then scroll to the bottom of this page and click “SAVE” to return to the “club Administration” page.

14. The “EMAIL Broadcast” link allows you to send emails based on the filters you define.

15. Click the appropriate button and fill in the resulting form, then click the “Submit” button at the bottom of the page. It’s pretty self explanatory. To go back from here, click the “club Administration” link just under the NYSW logo.

16. Once data has been entered, you can EXPORT it from here
Once data has been entered, you can EXPORT it from here. Click the “EXPORT Data” link.

17. Same thing here. Click the appropriate button and fill out the resulting form. Click “club Administration” to return.

18. Click the “IMPORT people link.

19. Follow the instructions on this page for importing player data into your database from an Excel spreadsheet. Click the “club Home” link at the top of the page (not shown here) to return.

20. From here, click the “Player Administration” link to add players to your database.

21. This screen shows you a summary of active players in your database, with links to alphabetical breakdowns of your database by age group. Numbers in blue are active links. Click the “Player Pool” link……

22. The numbers shown next to a letter indicate the number of active players you have in your database whose last names begin with that letter. The blue letters are active links that take you to a list of all the players in your database whose name ends in the selected letter. Filters are provided to display the data as you may need it. Click “All.”

23. Only players that are active can be rostered to a team.
This page will display all players entered into the club’s database. This particular club had 274 active and inactive players in their database. The site will display 50 per page, so there are links at the top to select 51 – 100, etc.
Only players that are active can be rostered to a team.
Click “Activate Players.”

24. Click “CANCEL ACTIVATING PLAYERS” TO RETURN.
This slide gives you a new column, where you can check off the players you want to activate. If you have players returning from the previous season, their information is already in the database, and they just need to be activated for the current season. At the bottom of the page (not shown here) is a legend that tells you what the different colors mean as it pertains to player eligibility to be rostered.
Once activated, you CANNOT de-activate a player. If you make a mistake, that would have to be un-done by the NYSW RM assistant.
Remember, the club is charged a fee for every active player, so be sure to activate ONLY the players that need to be active for the current season.
Click “CANCEL ACTIVATING PLAYERS” TO RETURN.

25. Click “ARCHIVE PEOPLE.”

26. Click “CANCEL ARCHIVING” TO RETURN.
On this page, you’ll notice the “Archive” column on the right. You’ll also notice that all players are not eligible to be archived. Only the INACTIVE players in the database can be archived. Active players do not have a checkbox in the “Archive” column. It is recommended that once teams are FINALIZED that inactive players be archived. In this way, the database will only display the active players for the current season.
Click “CANCEL ARCHIVING” TO RETURN.

27. This slide shows players that exist in the club database that are active in a Travel database somewhere. Note the indication in the “Travel” column. Clicking the green + button will show more specific information. Travel players are NOT PERMITTED in MURSL play and MUST NOT be rostered on MURSL teams. Click “Player Administration” to continue.

28. To manually add players to the database, click the “ADD new Player to Pool” link. This link also appears as a green button on the “Player Pool/Selected Players” page.

29. From here you can enter player registration data
From here you can enter player registration data. Once “Proof of Birth” is checked off as “Yes” the “Birthdate” field will not be able to be changed without contacting the NYSWYSA RM Assistant. Click “Player Administration” to return.

30. *Note-players IMPORTED using the procedure preciously shown will already be in the database as active. Player data can be imported from here as well using the aforementioned procedure. Click “club Home”.

31. Click the “Team Staff Administration” link to add coaches, assistants and any other adults to the database.

32. Similar to the “Player Pool”, this screen shows you a breakdown of the adults entered into your database. Click “Add new TEAM STAFF to Pool”.

33. From here you can add the information for team adults
From here you can add the information for team adults. Check the “Send for background check” box to initiate that process. You can click to “Save and ADD MORE” or “Save and EXIT”.

34. When you initiate the sending of the RM to a volunteer, this is what they will receive. Instructions are given on how to complete the application so the process can begin.

35. Once a volunteer has been approved, this is what they will receive via email.

36. Continuing on from 2 slides previous, click the “TEAM STAFF POOL” link.

37. As in the “Player Pool”, here you can see your active adults grouped by the 1st letter of their last names. Clicking on a letter shows you the list of all adults whose last names begin with that letter, active or inactive. You can also view those who have been archived, and a filter is provided to display the data as you need to see it.
Click “ALL”.

38. Similar to the player pool, this page will list all active and inactive adults. Information can be added or edited same as you would for a player. Individuals can be archived. Click the “RISK MANAGEMENT S” link.

39. Note the column on the right, where it shows the status of an individual’s Risk Management pass. Checking a box and clicking the “Send RM s” button will initiate an broadcast to those individuals with instructions on how to complete the application process so the background check can begin. Click the “Team Staff Pool” link.

40. Click “Team Staff Administration” to continue.
Also similar to the “Player Pool”, here you can see your active adults grouped by the 1st letter of their last names. Clicking on a letter shows you the list of all adults whose last names begin with that letter, active or inactive. You can also view those who have been archived.
Click “Team Staff Administration” to continue.

41. Click “Roster Administration”.

42. Select the “Monroe United Recreational Soccer League” from the dropdown menu. Click “Continue”.

43. Fill in all fields and click “Save”. Do this for all your teams
Fill in all fields and click “Save”. Do this for all your teams. Age groups are U8, U10, U12, U15 & U19. Click “Roster Administration” once all teams have been entered.

44. Click the blue link in the “Team” column to bring up the Team page.

45. From here you can use the links provided to add players & team staff
From here you can use the links provided to add players & team staff. You can also export data from here and print/save rosters. Click “Edit Team Info.”

46. Here is where you would edit the info shown for a given team
Here is where you would edit the info shown for a given team. Click “Team Page” to return.

47. Click “Add Player from Club Pool.”

48. The blue letters are active links to a list of active players that can be rostered, following the filters applied from the dropdown menus on the left. When rostering players from above or below the current age bracket, expand the filter to “2 years” or more in order to expand the list of eligible players. Click “Team Page” to return.

49. Click “Add Team Staff from Pool.”

50. From here the blue letters are active links to take you to a list of club staff. Those that are “Approved” may be added to the desired team. Click “Team Page” to return.

51. Click “Print Roster options.”

52. From here you would select “Official Roster”, unless the League has approved your request to allow a player to play down. In that case, a “Contact Roster” would be submitted.

53. From here you would select what columns of data you would like to print on your roster. League requires complete name & DoB. Jersey numbers would be nice. Other info would be optional.

54. This is an example of the “Contact Roster.”

55. This is an example of the “Official Roster
This is an example of the “Official Roster.” Right click anywhere on the page and select “Print”.

56. From this page, change the “Destination” to “Save as PDF” if it isn’t already selected, and save the file on your computer.

57. It is important to use RosterPro properly in order to manage your staff and player data correctly. If there are any questions regarding the use of RosterPro, contact your Club administrator, the Risk Management Assistant for NYSW, or your MURSL Executive Committee. This concludes our presentation. Thank you for your attention.